Safe-To-Spend (Weekly)

Date:
Operating bank balance (today):
Committed payments next 14 days (total):

Safe-To-Spend = Operating balance - Committed payments

Spending rule:
- If Safe-To-Spend is negative: freeze optional spending
- If Safe-To-Spend is low: approve only essentials

Notes (1 line):
Decision this week (pick 1): collect / delay / renegotiate / cut / reprice

Committed Payments (Next 14 Days)

Due date | Payee | Amount | Must pay? (Y/N) | Status (scheduled/paid)

Rules:
- Must pay = payroll, rent, loans, tax due, critical suppliers
- Everything else is “maybe” until Safe-To-Spend allows it

Cash Runway (Weekly)

Available cash (operating + any cash you will actually use):
Weekly fixed outflows (payroll + rent + loans + core overhead):

Runway (weeks) = Available cash / Weekly fixed outflows

Trigger rule:
- If runway drops below ____ weeks: freeze optional spend + tighten collections + renegotiate terms

Debtor Follow-Up (3 Touches)

Touch 1 (WhatsApp / SMS)
Hi [Name], quick one. Invoice [#] for $[amount] is due on [date]. Can you confirm payment date? Thanks.

Touch 2 (Email)
Subject: Invoice [#] due – please confirm payment date
Hi [Name],
Just following up on invoice [#] for $[amount], due on [date].
Please reply with the payment date so we can update our records.
Thanks,
[Your name]

Touch 3 (Call script)
Hi [Name], it’s [Your name]. Calling about invoice [#] for $[amount] due on [date].
- Are you able to process today?
- If not, what exact date will it be paid?
- If there’s an issue, let’s resolve it now so it doesn’t drag.

Weekly Profit Transfer

Date:
Cash received this week:
Profit transfer % (start 1–3%):
Profit transfer amount = Cash received x %

Transfer date:
Profit account balance (after transfer):

Rule:
- Profit account is not for random spending
- You decide usage monthly or quarterly, not daily

Margin Leak Audit (10 Min)

Pick 1 period: last week / last month

Check these:
1) Discounting increased?
2) Scope creep happened without price change?
3) Supplier costs increased?
4) Overtime / extra labour increased?
5) Wastage increased?
6) Subscription creep?
7) Refunds / rework increased?
8) Low-margin jobs increasing share?
9) Delivery time per job increasing?
10) Any “small” expense growing weekly?

This week’s one fix:
Owner:
Due date:

Discount Rule (Simple)

Default rule:
- No discounts unless one of these is true:
  A) Scope reduced
  B) Terms improved (deposit, milestones, faster payment)
  C) Bundle replaces discount
  D) Strategic exception approved

Approval question (1 line):
What are we trading for the discount?

Client script:
I can help, but I don’t discount price without changing scope or terms.
Which one works for you:
- Smaller scope for same budget
- Same scope with deposit/milestones
- Bundle option (best value)

Pricing Review (Top 3 Offers)

Offer | Price | Rough delivery cost | Rough gross margin | Pain points

For each offer, choose 1 move:
- Raise price
- Reduce scope
- Improve terms (deposit/milestones)
- Stop selling it
- Bundle it

This week’s test:
Offer:
Change:
Start date:

Break-Even (Monthly)

Fixed monthly costs (total):
Gross margin % (rough estimate):

Break-even sales = Fixed costs / Gross margin %

Weekly check:
Cash-in this week:
Are we above or below break-even trend?

One action this week:

Sales Mix (Top 5)

Product/Service | Revenue | Rough margin (High/Med/Low) | Keep/Pause/Fix

Rule:
- Stop pushing the worst-margin “popular” offer
- Push your best-margin offer with best payment behaviour

Revenue Quality (Top 10 Clients)

Client | Pays on time? (Y/N) | Margin (H/M/L) | Effort (H/M/L) | Keep/Fix/Exit

Fast fixes:
- Deposit
- Milestones
- Scope boundaries
- Reprice
- Stop taking this type of work

Terms Policy (Simple)

Default:
- Deposit: ____%
- Milestones: invoice at each stage
- Due date: ____ days
- Work pauses if invoices are overdue by ____ days

Client script:
To keep delivery smooth, we start with a deposit and we invoice by milestone.
This protects timelines and prevents surprises for both sides.

Money Day (Weekly)

1) Check operating bank balance
2) List committed payments next 7–14 days
3) Safe-to-spend = operating cash - committed payments
4) Transfer profit (small, consistent)
5) Review top 10 receivables (follow-up)
6) Approve spending only within safe-to-spend
7) Do one action: collect / delay / renegotiate / cut / reprice
8) Write one note: what changed + what you decided

Month-End Minimum Close

1) Reconcile bank accounts
2) Review receivables (overdue list)
3) Review payables (due in next 30 days)
4) Check gross margin trend (up/down)
5) Check top 5 expense categories (any spikes?)
6) Confirm tax set-aside if applicable
7) Pick one fix for next month